basic education sector transformation (best) best is supported by the australian government...
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Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Continuous ImprovementRonaldo Polancos
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Review: CI Methodology
Assess Analyze Act
Step 1: Get Organized
Step 2: Talk with Your Customers
Step 3: Walk the Process
Step 4: Identify priority improvement areas
Step 5: Do root cause analysis
Step 6: Develop Solutions
Step 7: Finalize Improvement Plan
Step 8: Pilot Your Solution
Step 9: Roll Out your Solution
Step 10: Check Your Progress
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Recall: Analyze - Steps
Do Root Cause
Analysis
Develop Solutions
Finalize Improvement
Plans
• Root Cause Analysis• Cause Validation
Tools
• Implementation Planning
• Process Simplification • Visual Workplace
Management/ 5S• Mistake Proofing• Idea Generation Techniques
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
STEP 7: FINALIZE IMPROVEMENT PLAN
Preparing to Pilot
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
What Is Implementation Planning?
• Plan the work.• Plan the tasks and the subtasks.• Plan the time.• Plan the people and resources.
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Implementation Steps• Flowchart new procedures
• Revise job instructions.
• Prepare data collection forms.
• Provide training.
• Test on a small scale first if at all possible.
• Revise procedures based on the test.
• Do full-scale implementation.
• Monitor implementation.
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Elements of the Implementation Plan
Potential Problems
Tasks & Timeline
Aug. Sept. Oct. Nov. Dec. Jan. Feb.Step
How to Check
PLAN ACTUALSChange made
Stakeholders
PERSON or GROUP
Communication & Participation
Finance
Sales
IS
Step Pot. Failure
Pot. Cause
Counter-measures
Budget & Resources
Expenses
Staff time
xxxxx 00.00 xxxxx 00.00 xxxxx 00.00
Ted 5 hrs
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Risk Management• Identify potential problems of your solutions
• Determine the likelihood of their occurrence
• Take steps to avoid or deal with the likely problems in order to have higher chance of success
Low Medium High
Yellow light:Proceed withcaution
Red light:Address beforeproceeding
Red light:Do not Proceed
Yellow light:proceed with caution
Yellow light:proceed with caution
Red light:Reassessproject
Green light Yellow light:Proceed with Caution
Red light:Address beforeproceeding
Low
Med
ium
Hig
h
Pro
bab
ilit
y of
Occ
urr
ence
Impact on Project
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
School System and Operational Risks• School Risk Questions:
Major Increase in Costs/Budget needs?
Evolving Student and Community Requirements?
Too long a time table for implementing school changes?
Critical Education System component?
Unclear Fundamental to School Strategy?
Readiness and Commitment of the School?
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Project Planning Risks
Critical implementation date?
Informal Project Control Procedures?
Unrealistic implementation target dates?
Low commitment by team and stakeholders?
Resources not available for during implementation?
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
School and Stakeholder Risks
Unrealistic expectations by regional office, students, parents, teachers, administrators, etc
Significant physical and cultural changes needed by the school?
Resistance to change by the school and its stakeholders?
Extensive training and education of school stakeholders?
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
School External Risk
Poor supplier support?
Project critically dependent outside of School control?
Other projects can impact the school initiative?
Overlapping with other school projects?
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
STEP 1: RISK IDENTIFICATIONStep 1: Risk Identification
IDDescription of Risk
EventRisk Event Trigger Potential Impact if Risk Event Occurs
1
Describe how the design or process
functions (or items) can fail. The question being asked here is
“How could it fail” not “If it will fail”.
Provide reasons why the failure
mode can or will occur.
Describe the consequences of each failure mode. It is extremely important to capture the experiences of the customer. Thus, we must put ourselves in the shoes of the customer and know these effects
through their perspective.
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
STEP 2: RISK ASSESSMENTStep 2: Risk Assessment
Likelihood ( 1 - 5 ) Severity ( 1 - 5 ) Risk Score ( 1 - 25 ) Risk Category
Assess how often a failure mode or its cause happens.
Rated on a scale of 1 to 10, where 10
means that failure is certain to occur and 1 means extremely
remote.
Assess the severity based on how bad the effects of the
failure mode are. A rating of 10 means that an effect is so severe, it threatens
the safety of the customer.
Risk Score = Severity x
Likelihood Highest Risk Score warrants first
consideration for analysis.
Categorize the risk according to its consequence
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
RISK CATEGORYRISK SCORE
20-25 (Red) – Catastrophic 10-19 (Orange) - High 4-9 (Yellow ) - Moderate 1-3 (Green) - Low
Impact
Pro
bab
ilit
y
531
1593
25155
1Lo
3
5Hi
531HiLo
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
STEP 3: RESPONSE STRATEGY
Step 3 : Response StrategyPreventive Action Corrective Action
Provide actions to eliminate the trigger of the risk. The strategy should lower the impact of the
risk by reducing the likelihood of occurrence, reducing the
consequence, or both
Provide actions to be done if the risk happened
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
STAGE 3: ACT
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
What is the Act Stage?
• The Act stage focuses on testing the agreed ideas through a pilot.
• The results of the test are compared to the previous results.
• Change management plans are created in preparation for the deployment of the verified solution to the entire school.
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Act
Test your solution
Roll out your
solution
Check your progress
• Testing• Cost-Benefit Analysis
• Change Management• Communication Plan • Standardization and
Documentation• Training
• Tracking, Monitoring, Reviews, and Follow-ups
• Project Closure
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
STEP 8: PILOT YOUR SOLUTION
Test your solution and assess results
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Why Test Solutions?• Improve the solution
• Understand risks
• Validate expected results
• Smooth implementation
• Facilitate buy-in
• Identify previously unknown performance problems
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
When to Test Solution?• You need to confirm the expected results and
practicality of the solution.
• You want to reduce the risk of failure.
• The scope of the change is large, and reversing the change would be difficult.
• Implementing the change will be costly.
• Changes would have far-reaching, unforeseen consequences.
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Steps of a Test Program
1. Select steering committees
2. Brief participants
3. Plan testing
4. Inform stakeholders
5. Train employees
6. Conduct testing
7. Evaluate results
8. Increase scope
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Some Critical Issues in Planning a Test of Solution• Where to test? What school area or grade
level?
• How do we ensure that the full range of process conditions is tested?
• What needs to be measured? When? Where?
• How to minimize disruptive impacts on the school schedule or student learnings while ensuring the validity of the testing?
• How to evaluate the results of the test?
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Evaluate the Test Results• Compare results: Future and Current
State.
• Recalculate histogram, Pareto, line chart.
• Analyze causal relationships and process conditions.
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Cost-Benefit Analysis
• Comparing the total expected cost of each option against the total expected benefits, to see whether the benefits outweigh the costs, and by how much.
• Steps:
1. Measure the benefits.
2. Identify all costs components.
3. Compare and assess with the stakeholders.
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Cost Consideration
• Non-recurring• Cost involve in setting
up for the purpose of deploying the solution
• Examples:• Implementation Costs
• Training Costs
• Facility Costs
• Meeting Costs
• Recurring• Costs that is repeatedly
incurred.
• Examples:• Material/Supplies Costs
• Maintenance Costs
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
STEP 9: ROLL OUT YOUR SOLUTION
Plan and implement Change Management
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
The People Side• There are three elements of the people
side:• Communication: the exchange of
information both from you to others and from others to you.
• Participation: involving the teachers in the planning and execution of a change so they can develop shared ownership and commitment.
• Education: providing teachers with what they will need to know before they successfully implement the desired changes.
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Benefits of People-Side Planning
• Increased understanding decreased confusion
• Increased commitment decreased resistance
• Increased capability decreased fear of failure
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Commitment Signing
• Photograph and place in Facebook, commitment wall inside the school
• Pictures signed commitments of the other teachers in the school must be placed in the commitment wall
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Five Influence StrategiesReward and Punishment
Assertive Persuasion
Participation andTrust
Negotiation
Creating a common vision
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
DEVELOPING STANDARD PRACTICES AND PROCEDURES
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Core Principle• Nothing happens on a reliable, sustained basis unless we
build a system to cause it to happen on a reliable, sustained basis.
• Standardization is what allows high quality to happen on a reliable, sustained basis.
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Standardization• Making sure that important elements of a
process are performed consistently in the best possible way
• Changes are made only when data shows that a new alternative is better
• Documentation is key• Making sure documentation is up to date and used encourages ongoing use of standardized methods
• Discussion• What images come to mind when you think of
process standardization?
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Benefits of Standardization
• Increased reliability
• Reduced costs
• Improved employee performance
• Increased safety
• Processes that remain in control
• Continuous improvement
• Flexible practices that allow for quick response to customer needs
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
TRAINING
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Training• When you have completed the documentation,
you need to make sure that everyone using a common process is trained in the new methods.
• Even experienced employees need to be trained in the new methods.
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Planning for Training • Don’t try to develop a single training session to
teach people everything they may ever need to know about the job.
• Focus on the most critical aspects of the job.
• When you make changes to a process, explain the reasons behind the changes; people resist change for change’s sake.
• Combine up-front training with performance support.
• Don’t expect everyone to learn everything at once; provide job aids.
• Remember that most learning will occur on the job.
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
CHECK YOUR PROGRESSMonitor and perform improvements on the implemented solution
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
What You Need to Check
• Results• Gather data on the same measures identified in
Assess Stage• Use the same data collection procedures
• Methods• Document what steps are actually followed during
implementation
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Active Follow-up, Correction, and Support
• “The undervalued, mystery force in achieving a successful change or transformation.”
Inputs Daily meeting* Output
– Results (units, quality, safety)
– Process measures – Problems (delays,
waste, downtime, scrap)
– Action items
Follow-up
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Levels of FixSystem
How to
Produce it
Process
Inputs
Measurements Machines
Methods People Environment
Produce it
Policies
Fix Product
Store Product Customer
Output
LEVEL 1: FIX THE OUTPUT
LEVEL 2: FIX THE PROCESS
LEVEL 3: FIX THE SYSTEM
What to Produce
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Displaying Before & After DataBefore After
}Improvement
Target} Remaining Gap
Good
Step 4 changes implemented
} Improvement
Before After
A1 A2 A3 A4 A2 A1 A3 A4
Before After
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Importance of Closure
• Recognize the considerable time and effort that went into the initiative.
• Capture the learnings from the initiative:
• About the problem or process being studied.• About the improvement process itself and hand over responsibilities for
standardization and monitoring to the appropriate people.
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Final Note on Project Closure• Improvement must be continuous, but individual
initiatives and project teams come to an end.• Learn when it’s time to say goodbye.• Develop managerial systems to capture learning
and enable the organization to address system issues.
• Documentation and recognition are two critical aspects of project team closure.
•Celebrate!
Basic Education Sector Transformation (BEST)
BEST is supported by the Australian Government
Review: CI Methodology
Assess Analyze Act
Step 1: Get Organized
Step 2: Talk with Your Customers
Step 3: Walk the Process
Step 4: Identify priority improvement areas
Step 5: Do root cause analysis
Step 6: Develop Solutions
Step 7: Finalize Improvement Plan
Step 8: Pilot Your Solution
Step 9: Roll Out your Solution
Step 10: Check Your Progress